USE OF VOLUNTEERS POLICY

Transcription

1 EMPLOYEE SERVICES Directive Date: April 14, 2017 Previously Revised: 1/12/17 Established: 12/11/2008 USE OF VOLUNTEERS POLICY The City greatly benefits from the services provided by skilled and motivated volunteers and encourages involvement by Jacksonville citizens. The procedures for recruitment, selection and placement assist the City and the volunteer in establishing and maintaining a beneficial relationship. Volunteers are individuals who are non-paid, including interns and work-study program students. The following is designed to inform supervisors and managers about the City s policy regarding the procedures for recruiting and utilizing volunteers in city departments. Minimum Age The minimum age to volunteer is 16. If there are programs where an exception is needed, contact Employee Services. Exceptions to Age Requirement Public Library o Students ages may volunteer as a member of the Teen Advisory Board and/or during the summer youth program. Animal Care o Students ages may volunteer with a parent or guardian. Recruitment Options Employee Services continually and successfully recruits volunteers for various functions and events, both long-term and short-term commitments and maintains a roster of interested individuals. Departments may contact the directly concerning volunteer needs and the recruitment, selection and placement process will begin. The department may also be directly contacted by an interested volunteer. A written description of duties is required for a successful experience. Employee Services can work with departments to create the description prior to recruitment efforts beginning. Page 1 of 10 (including forms)

2 The Jacksonville Children s Commission and the Parks, Recreation and Community Services Department independently recruit, screen, select and place volunteers for their mentoring and youth athletic programs respectively. Employee Services assists with recruiting and screening as needed. Selection Procedure If the volunteer applicant contacts Employee Services directly concerning opportunities, the applicant will complete an online Volunteer Application. The Volunteer Application will be forwarded to the appropriate staff member in areas that the volunteer is seeking to be placed. The appropriate staff member contacts the potential volunteer, within three (3) business days, to discuss volunteer opportunities and conduct an interview. If the applicant is selected, the staff member notifies Employee Services of the selection decision and completes the Request for Background Screening Form and the Volunteer and Employee Criminal History System (VECHS) Waiver Form. If the volunteer applicant contacts the department directly, the staff member may conduct an interview prior to contacting Employee Services. Should the department wish to utilize the volunteer, the staff member notifies Employee Services of the selection decision and completes the Request for Background Screening Form and VECHS Waiver Form. If the department has a need for volunteers, a completed Request for Volunteer form (see sample attachment) should be submitted to Employee Services at least 30 days prior to the event. For Special Event volunteers, it is imperative to complete and return the Request for Volunteer form. If your event request is received with less notice call Employee Services prior to submitting your request. Employee Services will make every effort to honor all volunteer requests. Once your Request for Volunteer form is submitted, a member of Employee Services will contact the requesting individual to review the request and make appropriate amendments if necessary. Once your Request for Volunteer form is reviewed and accepted, Employee Services will recruit and confirm all volunteers requested. The department is responsible for onsite volunteer management. Special Event Volunteers Special event volunteers are only to be used to support a specific event which may last a day or up to a week. These volunteers are not ongoing and can be recruited from a number of sources such as high schools, colleges, churches, military, and/or local businesses. Events can consist of multi-day affairs (e.g., the Jazz Festival, World of Nations Celebration, and Sea Sky Spectacular) or one day events (e.g., the 4 th of July Celebration, the Mayor s Older Buddies, Mayor s Fish-a-Thon, and Earth Day Celebration). Page 2 of 10 (including forms)

3 Screening All City volunteers must be registered with the and successfully complete a background screening prior to placement. This requirement also applies to youth participating in community service hour programs. There is a cost associated with the background screening for volunteers. Currently, the cost is $33.25 per volunteer. This cost would need to be approved and paid for by the department in which the volunteer will be placed. Drug testing is not generally required for volunteers. Managers must ensure that volunteers have been screened. Some volunteer positions may require additional screening applicable to duties to be performed. Volunteers who are inactive for 2 years or more will be required to undergo re-screening. The ONLY exemption is for volunteers that register to assist with a certain special event such as World of Nations, Jazz Festival, Mayor s Holiday Festival, or similar special group projects. Appropriate supervisory controls shall be utilized in managing volunteers at special events. The department conducts a mandatory orientation session of all applicable volunteer policies, procedures and benefits. See attached checklist. City badges are not issued to volunteers except in very limited circumstances. Placement Once a volunteer has been cleared by Employee Services, the department will be notified. The department is responsible for contacting the volunteer to set up the report to duty. Departments are encouraged to orient the volunteer to the specific work environment and to express the City s appreciation for volunteering. Employee Services can assist with suggestions for recognition. Monitoring and Recordkeeping The appropriate staff member is asked to complete an orientation using the Orientation Checklist (see sample attachment) within two weeks of engaging the volunteer. An should be sent to Employee Services stating orientation has been completed. All hours worked by volunteers must be recorded on a Volunteer Timesheet (see sample attachment) and returned to Employee Services by the 1 st of each month. Reminder notices will be sent by Employee Services one week prior to the reporting deadline. Non-Selected Applicants If the department chooses not to select the volunteer, it is courteous and professional to call the applicant and share the reason for non-selection in a positive manner. The department should notify Employee Services by stating the reason you are not selecting the volunteer. Page 3 of 10 (including forms)

4 Additional Information Should you have further questions concerning this policy or its application not addressed in this document, contact Employee Services at: Phone: Fax: Attachments Please refer to the following attachments: Attachment: New Volunteer Orientation Checklist Attachment: Volunteer Time Sheet Attachment: Request for Volunteer (Special Event) Attachment: Request for Background Screening For Volunteers Attachment: VECHS Waiver Agreement and Statement Attachment: Parental permission form Page 4 of 10 (including forms)

5 City of Jacksonville NEW VOLUNTEER DIVISION ORIENTATION CHECKLIST Congratulations on accepting a new volunteer in your division. The following list will ensure that the volunteer and department supervisor have had the opportunity to meet and discuss appropriate guidelines. Please send an to volunteer@coj.net stating orientation has been completed and place the signed original in the volunteer s file. Questions or concerns should be directed to your Employee Services representative at Volunteer Name Department/Division Direct Supervisor of Volunteer Start Date DATE Division mission/goals. Explain division s role in the City and its relationship to other divisions and organizations. Quantify pertinent information, discuss general policies and customer service. Division expectations of Volunteer. Discuss volunteer job description, expectations of work conduct, pace and completion. Explain the volunteer s role in teamwork or feedback about division (if applicable). Introduction to and welcome from staff. Include the division s chain of command and communication procedures. Explain to whom problems, issues, absences etc. are reported. Volunteer supervisor identified. Be sure the volunteer knows who to their supervisor is for day-to-day assignments and what to do in the supervisor s absence. Work space tour. Include staff break area, restrooms, where to store personal belongings. Also include conference rooms, sign out procedures, and supply locations. Equipment to be operated and equipment safety. Identify equipment to be used by the volunteer and Train on any safety hazards. Identify one person to whom equipment problems/questions are reported. Emergency procedures. Identify MSDS location (if applicable), location of fire alarms/extinguishers and evacuation procedures. Also supply needed knowledge on universal precautions, bomb threats and how and to whom to report unusual circumstances. Division schedule/volunteer schedule. Explain division hours of operation and set the volunteer on a regular schedule. Be sure staff knows when to expect the volunteer so they may properly delegate tasks. Telephone procedures. If applicable, train on phones and appropriate greeting. Dress code. Discuss division s dress code, including footwear. Meal/break standards. Explain expectations about lunch time and break time duration, appropriate Areas to eat, where/when to make a personal call etc. Other Supervisor Signature Volunteer Signature

6 City of Jacksonville VOLUNTEER TIME SHEET NAME: JAXCORPS ID #: ADDRESS: PHONE # TIME PERIOD: DIVISION: DEPARTMENT: DATE TIME IN TIME OUT NO. HOURS TOTAL Volunteer Signature _ Supervisor Signature Due on the 1 st of each month. to volunteer@coj.net

7 City of Jacksonville REQUEST FOR VOLUNTEER This form should be used each time a volunteer is needed. Date: Department: Division Site Coordinator: Phone # Volunteer Position Title: Position Code: Number of Volunteers Needed: (Minimum) (Maximum) Work Location: Dates of Assignment: From: To: Days and Hours Volunteer will be Needed Morning Afternoon Evening Assignment to Start: Monday Tuesday Wednesday Thursday Friday Saturday Sunday Description of duties to be performed: Volunteer Will be Working with: Money Vulnerable Adults Children Check all that apply: Background Check Required Drivers' License Required Disabled accessibility (ramp, elevator) Parking Available Teen Volunteer acceptable Community Service Participant acceptable Dress Code: Bus Route Please check the skills required performing this assignment: Computer Skills: Communication Skills: Data Entry Desktop Publishing Ability to read Effective Writing Internet Word Processing Ability to write Customer Service Spreadsheets Public Speaking Tools/Licenses required: Other pertinent information: (Signature) Division Chief or Designee Please submit 30 days prior to start of assignment: 117 W. Duval Street, Suite 100 Jacksonville, Florida volunteer@coj.net

8 City of Jacksonville REQUEST FOR BACKGROUND SCREENING PURPOSE OF POLICY To establish a citywide standardized policy and procedure for criminal background screening of all citizen volunteers pursuing volunteer opportunities with the City of Jacksonville or organizations utilizing volunteers in programs supported by City funding. Formalization of this process will assist the City in appropriately screening volunteers for the protection of children and vulnerable populations. APPLICATION OF POLICY All City volunteers, must be registered with Employee Services and successfully complete a background screen prior to placement. The ONLY exceptions are for volunteers that register to accumulate hours for a college scholarship or assist with a certain special event such as World of Nations, Jazz Festival, Mayor s Holiday Festival, etc. TO REQUEST A BACKGROUND CHECK FOR A VOLUNTEER 1. Have the volunteer complete the FDLE VECHS Waiver Agreement and Statement. (Form must be completely filled out in order for request to be processed.) 2. Call to let Employee Services know you will be sending a volunteer for screening. 3. No appointment is necessary for the background screening. Volunteer should bring the completed Request for Background Screening and FDLE VECHS Waiver Agreement and Statement to the Employee Services Office located at 117 W. Duval Street, Suite 100. Please arrive any time Monday Friday between 9:00 am 4:00 pm. 4. To verify your identity you will be required to show a valid picture ID and original social security card. Please note: We will not be able to proceed with the background screening without proper proof of identity and the FDLE VECHS waiver. This section must be completed by a staff member. Volunteer Name: Name of Department Volunteer will be working: Volunteer Supervisor Name: (this is the person in the department/division that will get the background results) Volunteer Supervisor Phone Number:

9 City of Jacksonville FOR ACCOUNTING AND BILLING PURPOSES (This section must be completed by the Requesting Department s authorized signatory / approver) Note: Please be informed that effective October 1, 2012, the will use the information below to pay all FDLE screenings. This form will serve as your approval for us to charge your department for these expenses. We (the requesting department), authorize the Employee Services department to process billing by: Paying with requesting department s Blanket Order # _ Paying with Employee Services Blanket Order # then charge via a journal entry the requesting department s Index code: and Sub-object: ; or if applicable, please specify Grant, Grant Detail, Project, Project Detail: Requesting Department: Requesting Division: Requesting department s authorized signatory / approver s name: Requesting department s authorized signatory / approver s signature: Phone Number: Address: Requesting department s Billing contact person: Phone Number: Address:

10 PARENT'S/GUARDIAN'S/OR LEGAL CUSTODIANS PERMISSION FOR MINOR TO PARTICIPATE AND CONSENT FOR EMERGENCY MEDICAL TREATMENT Full Name and Address -Of Parent/Guardian/or Legal Custodian: Name Phone Residence Address Business Address Phone Other Emergency Phone Number (specify) Full Name of Minor Phone Date of Birth: Race: Sex: I hereby authorize the City of Jacksonville to view my (son s, daughter s, or ward s) juvenile record(s) to the extent allowed by Florida Statue Section Parent/Guardian/Legal Custodian Signature: I,, hereby give permission for (Print name of parent, guardian, or legal custodian) to participate as a volunteer in City of Jacksonville s Volunteer Service Program. I, (Print name of minor) (Parent, guardian, or legal custodian) further consent that the City of Jacksonville, its applicable Department or Division, obtain necessary emergency medical treatment and/or transportation for (Print name of minor) in the event of accident, injury or sudden illness while said minor is engaged in the City of Jacksonville Volunteer Service Program. SIGNATURE (Parent, guardian or legal custodian) DATE Medical Information and Disclosure Said minor has the following special medical conditions (including allergies): Said minor currently takes the following medications (prescription or otherwise): Physician's Name and Address: Physician phone: Date of Last DPT or Tetanus: Insurance Coverage:

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